Job grading example template

Step 1: Examine the generalized job evaluation factors below, then customize them to fit your company and industry. You can adapt the job expectations and/or add,
remove, or reorganize the factors, grade levels, or job families.

Job evaluation factors

Staff positions Manager positions
(e.g., associate, analyst, technician, coordinator, specialist, professional) (e.g., manager, advisor, director, executive, president)

● Responsibilities: perform simple and/or repetitive tasks

● Knowledge: no previous experience required
Grade ● Planning: schedule set by supervisors/fixed procedures N/A
1 ● Decision-making: rely on supervisors/set rules
● Communication: basic communication required for role

● Responsibility: perform familiar and unfamiliar tasks

● Knowledge: competent in basic tasks due to experience
Grade ● Planning: prioritize daily; timetables set by supervisors N/A
2 ● Decision-making: select best procedures to execute tasks; supervisors always
available for guidance
● Communication: basic verbal and written tasks required

● Responsibility: perform simple technical or advanced administrative tasks that ● Responsibility: personally lead a small team; decisions influence short-term
impact other team members consequences
● Knowledge: competent in some professional tasks; apply internal and external ● Knowledge: understands team’s simple and complex tasks, as well as organizational
Grade policies; technical grasp of role principles
● Planning: schedule and monitor own work with direction ● Planning: assign tasks to a small team in order to accomplish team objectives and meet
3 ● Decision-making: solve basic problems; follow set procedures; make operational deadlines
decisions; work without close supervision yet under the direction of a manager ● Decision-making: resolve issues and answer questions raised by one’s own small team
● Communication: persuade others; interact with people internally & externally; ● Communication: delegate basic tasks; work with team leads to resolve daily issues and
craft written documents; present share info

Grade ● Responsibility: perform basic technical and professional tasks in specified ● Responsibility: supervise others’ work, sometimes through leads; mostly affect short-
4 discipline based on knowledge term outcomes
● Knowledge: developing theoretical understanding of discipline’s principles; ● Knowledge: understand operations, legislation, and resource management; competent
working towards accreditation in leadership
● Planning: decide plan and methods to accomplish tasks; contribute to initiatives ● Planning: ensure quality and timeliness of team’s work; organize staffing and
and projects outside of team performance ratings
● Decision-making: solve technical problems in various tasks; make professional ● Decision-making: solve simple problems through investigation; balance conflicting
judgments; examine options needs; manage initial stages of performance and discipline
● Communication: negotiate with external companies or contractors; advise others ● Communication: assign work; encourage team collaboration; explain practices;
in need of guidance; craft written documents; excellent service skills with clients understand needs

Grade ● Responsibility: perform complex technical or professional tasks as a team leader ● Responsibility: supervise others’ work through team leads; affect short-term and long-
5 using knowledge and experience term outcomes
● Knowledge: specialist understanding of discipline, tools, regulations, policies, ● Knowledge: design operational procedures and programs; understand management
etc.; can advise colleagues in need systems; demonstrate technical proficiency in operations
● Planning: lead, organize, and budget plans to accomplish inter-departmental ● Planning: lead inter-departmental teams; set performance standards, budgets, and
team projects; high autonomy schedules
● Decision-making: identify risks; develop and implement solutions; lead decision- ● Decision-making: identify resource conflicts; develop solutions to deliver results;
making processes for team manage all stages of performance evaluation and discipline
● Communication: interact with internal and external parties; collaborate across ● Communication: lead meetings; defend management changes; set company values
company; sell ideas; craft complex written documents (e.g., reports, policy
documents); present complex ideas to diverse groups

Grade ● Responsibility: supervises work across multiple teams; always impact long-term
6 outcomes
N/A ● Knowledge: superior competence in people and leadership skills; deep knowledge of
 management
● Planning: delegate management tasks to others; set company goals; adapt plans to
mitigate risks; craft detailed resource and financial planning
● Decision-making: identify conflicts, develop solutions, and deliver results across
multiple areas; improve efficiency; reduce costs; think creatively
● Communication: write plans & reports; present internally/externally; collaborate across
company

Step 2: Adapt the job evaluation sheet below based on the changes you made to the job evaluation factor guide above. Use the guide to assign and note a grade number for
each factor of a specific role on the sheet. Then calculate and record its overall grade level using the calculation instructions below.

Job evaluation sheet

Job Title: Office/Site Location:

Department: Evaluated by:

Reports to: Date:

Job Evaluation Factor Grade Grade Grade Grade Grade Grade Factor Weight Factor Total
1 2 3 4 5 6 (Optional)* (Optional)*

Responsibilities

Knowledge

Planning

Decision-making

Communication

Calculation instructions

Option #1 (No Factor Weights): If all job evaluation factors are deemed equally important to the role, then add up the grade numbers for each factor
and divide by 5. Round to the nearest whole number and record the official grade level of the position in the box on the right.
Grade Level: ______
*Option #2 (Factor Weights): If some job evaluation factors are decided to be more important to the role than others, assign higher weights to
more important factors. In the end, all weights should add up to 1 (e.g., 0.25 + 0.1 + 0.15 + 0.30 + 0.20 = 1.00). Multiply each factor’s grade number
by its weight and record the number in the “Factor Total” column. Add up all numbers in the “Factor Totals” column, round to the nearest whole
number, and record the official grade level of the position in the box on the right.

Step 3: Use current market pay rates to determine pay ranges for the grade levels in your job leveling system. Visually lay out the career tracks for each job family in your
organization based on the changes you made in Step 1.

Job grading system

Grade Level Pay Range Manager Positions Staff Positions

Grade 6 $XXX - $XXX Manager 6

Grade 5 $XXX - $XXX Manager 5 Staff 5

Grade 4 $XXX - $XXX Manager 4 Staff 4

Grade 3 $XXX - $XXX Manager 3 Staff 3

Grade 2 $XXX - $XXX Staff 2

Grade 1 $XXX - $XXX Staff 1